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1993-05-11 Parks and Rec Comm Agenda PacketCITY OF MENDOTA HEIGHTS DAKOTA COUNTY, MINNESOTA AGENDA PARKS AND RECREATION COMMISSION MAY 11, 1993 - 6030 P.M. ** 6:30 o'clock p.m. ** 1. Call to Order, 2. Roll Call. 3. Approval of April 13, 1993 Parks and Recreation Commission Minutes. 4. Concession Stand Agreement Fire Relief Association * Jim Kilburg, Fire Captain 5. Bridge Replacement in Wentworth and Valley Parks Continued from April Meeting * Guy Kullander, Parks Project Manager 6. Concrete Pads for Bleachers in Neighborhood Parks Continued from April Meeting * Guy Kullander, Parks Project Manager 7. Consideration of Mendota Heights Par 3 Acquisition 8. Verbal Updates Auxiliary aids for disabled persons are available upon request at least 120 hours in advance. If a notice of less than 120 hours is received, the City of Mendota Heights will make every attempt to provide the aids, however, this may not be possible on short notice. Please contact City Administration at 452-1850 with requests. CITY OF MENDOTA HEIGHTS DAKOTA COUNTY, MINNESOTA PARKS AND RECREATION COMMISSION APRIL 13, 1993 The regular meeting of the Mendota Heights Parks and Recreation Commission was held on Tuesday, April 13, 1993 in the City Hall Large Conference Room, 1101 Victoria Curve. The meeting was called to order at 6:30 o'clock P.M. The following members were present: Katz, Norton, Spicer, Linnell, Damberg and Libra. Commissioner .Kleinglass was excused. Also present was Administrative Assistant Kevin Batchelder. Mr. Dan O'Keefe was in the audience. APPROVAL OF MINUTES Commissioner. Spicer moved to approve the March 9, 1993, Minutes with corrections - Commissioner Nortonseconded the motion. AYES: 6 NAYS: 0 ADOPTION OF GUIDELINES FOR DEDICATING FIELDS IN THE PARK SYSTEM The Parks and Recreation Commission discussed a proposed policy for the naming of fields and parks in the Mendota• Heights park system. Ccamilissioner Spicer commented that the City had a need for such guidelines in order to handle the requests such as the one Mr. O'Keefe had brought forward at the previous month's meeting. Chair Katz stated that the guidelines appear to be well organized and had incorporated the Parks Commission's intent for guidelines. The Commission decided to revise the Adopt -A -Park Program stipulations to read "the Adopt -A -Park Program is also an appropriate vehicle for recognition". Commissioner Spicer moved to approve the Guidelines for Dedication of Park Fields and Facilities. Commissioner Linnell seconded the motion. AYES: 6 NAYS: 0 REQUEST TO DEDICATE FIELDS Chair Katz introduced this item by stating that last month the Commission had considered a request from Mr. Dan O'Keefe to name a park or a field after Richard (Jake) Grauman, a Korean War Veteran missing in action. Administrative Assistant • ' Parks and Recreation Commission April 13, 1993 Page 2 Batchelder stated the School District had been in contact with Mr. O'Keefe regarding their procedures for obtaining School District approval. Batchelder stated that Mr. O'Keefe would be submitting a request to the School District for their consideration. Mr. O'Keefe stated that he was grateful that the Parks and Recreation Commission were considering his request to name Sibley Park baseball field after Richard (Jake) Grauman. Commissioner Spicer stated the Commission had .been very impressed by Mr. O'Keefe and his friends at last month's meeting and their commitment to their old friend.' Spicer stated that after all these years it was touching to see that Jake's friends still cared enough about him to take action on dedicating a field in his honor. Mr. O'Keefe stated there is a possibility when the annual Korean War Veteran's National Convention is held, in Bloomington on July 24 through July 28th, there might be a ceremony in conjunction with •this dedication. Commissioner Spicer moved to recommend that City Council approve the naming of Sibley Park baseball field as Jake Grauman •Field in honor of Richard (Jake) Gramm. Spicer stated this recommendation also includes direction to staff to contact Independent School District No. 197 to inform them of the Commission's recommendation and if possible to have the Cityparticipate in a ceremony in conjunction with theKorean War Veterans convention in July. Commissioner Norton seconded the motion. AYES: 6 NAYS: 0 Commissioner Spicer was excused at 6:50 o'clock P.M. DAKOTA COUNTY ISTEA APPLICATION Chair Katz introduced this item. Batchelder stated the City Council, at their April 6th meeting, had adopted a:Resolution in support of an ISTEA application by the City of Eagan for trail connections in the Cedar Avenue/Minnesota National Wildlife Refuge area. Commissioner Linnell stated that the DNR is currently developing trails in the Minnesota Valley from Fort Snelling to Cedar Avenue and he believes these trails will hook into the Eagan trail connections that are being proposed for ISTEA funding. Batchelder stated Dakota County was applying for a series of three ISTEA Grants due to' the fact that each grant has a maximum award of $500,000. Batchelder stated the proposed Parks and Recreation Commission April 13, 1993 Page 3 Resolution of support is for the underpass at the Highway 13 Frontage Road into the City of Mendota along the Soo Line Railroad. Commissioner Linnell stated this underpass may be up to about 200 feet in length and that he is concerned about this length for an underpass. Linnell stated that if funding is not received for this underpass, it may be possible to do at grade crossings for a trail in this area. Commissioner Linnell stated that preserving the railroad corridor is worthwhile and that the Dakota County ISTEA application should be supported by the City, however, if the tunnel cannot be built, Dakota County should look at options for at grade crossings. Commissioner Damberg presented an April 7, 1993 Pioneer Press article stating that this• tunnel will cost approximately $250,000. Batchelder stated that the second phase of the Dakota County ISTEA Grant applications would be for the removal of the railroad ties and the construction of a •regional trail. Batchelder stated their third proposal for ISTEA funding would be to link Mendota Heights Road and Pilot Knob Road trails to the Mendota Bridge and the Soo Line trail. The Commission discussed the future Soo Line trail. Commissioner Libra moved to recommend that City Council adopt a Resolution supporting Dakota County's ISTEA Grant application for construction of an underpass for a regional trail along the old Soo Line railroad bed at the new Mendota Frontage Road. Commissioner Damberg seconded the motion. AYES: 5 NAYS: 0 REPLACEMENT OF PEDESTRIAN BRIDGES -AT WENTWORTHHAND VALLEY PARE Batchelder introduced a memo from Parks :Project Manager Kullander informing the Parks and Recreation Commission that there are four bridges in Valley and Wentworth Parks that have deteriorated and now constitute a safety and liability issue for the City and must be considered• for replacement. Batchelder stated that the 1993 Budget had included an amount of $25,000 for bridge replacement in Valley and Wentworth Parks. Batchelder stated that the budget had indicated that this $25,000 would come from either the Special Park Fund or from 1989 Referendum Funds. The Commission discussed the appropriateness of using the Special Park Fund or Referendum Funds for bridge replacement as opposed to the General Fund. Parks and Recreation Commission April 13, 1993 Page 4 Commissioner Linnell inquired what was remaining to be done with the Referendum and how much money remains. The Commission directed staff to prepare an accounting of the Referendum funding and remaining projects. Batchelder stated that in the past few years, Special Park Fund money had been used to increase the fencing at the hockey rinks and to construct the Civic Center ballfield including an irrigation system and backstop fencing. The Parks and Recreation Commission directed staff to provide a report on the Special Park Fund for their May meeting. Commissioner Damberg inquired if the Engineering Department had received cost estimates and bids for this bridge construction. •The Commission also inquired about the bridges in Rogers Lake and Friendly Hills Park and when it would be necessary to replace those bridges as well. Commissioner Linnell stated that Wentworth Park could use a bridge instead of the proposed culvert on the north span. Linnell stated that a bridge does have some amenity to it and that kids can fish for minnows off of it instead of having a culvert with path over it. The Parks and Recreation Commission directed staff to come back with this information at the May meeting where they will consider making a recommendation to City Council on the bridges in Valley. and Wentworth Parks. CONCRETE PADS FOR BLEACHER,S, IN THE NEIGHBORHOOD PARKS. Batchelder stated he had received a memo from Parks Proj ect Manage Kullander and. Parks Leadperson Blum requesting the installation of concrete pads for bleachers at eight ballfields in our parks system. Batchelder stated •the approximate cost per installation would be $750 for a total of $6,000. Batchelder stated the eight ballfields are located in Valley, Ivy, Marie, Wentworth, Friendly Hills, Civic Center, Hagstrom-King and Victoria Highlands Parks. Batchelder stated the maintenance department feels that concrete pads would make maintenance of the park easier and would provide a secure base to fasten the bleacher unit which will minimize vandalism or abuse of the bleacher unit. Commissioner Damberg inquired if crushed rock or gravel would work as well as an expensive concrete pad. Commissioner Damberg stated she was reluctant to have more of the park paved into hard surface. The Commission discussed whether the bleacher unit should be fastened and secured because some of them are used in the Fall for soccer where they are moved to different locations in the park. The Commission directed Parks and Recreation Commission April 13, 1993 Page 5 staff to look at the appropriate surfaces for bleachers and to come back to the May meeting for a recommendation to City Council. VERBAL UPDATES Batchelder stated the recreation program was in full swing. Batchelder stated the City would have three new sanctioned softball leagues this year including Men's D, Men's C and a Woman's C Leagues. He stated there would be eight teams each in the Men's D and C League and that there would be four teams in the Women's C League. Batchelder stated that •our two existing softball leagues, the Men's. Over 30 and the Kittenball League, are also filled as well. He stated the sanctioned leagues would be using the Metro Umpire Association and had been sanctioned through the American Softball Association (ASA). Batchelder stated some league play begins on April 26th. Batchelder stated Recreation Programmer Morgan would be advertising in the upcoming City Newsletter for both a nature camp and a safety camp. Batchelder stated the safety camp is co-sponsored with the Cities of West St. Paul, Inver Grove Heights and South St. Paul involving police,: fire and, recreation departments. Batchelder stated the safety camp would teach children about stranger danger, drugs, alcohol, fires and other safety. issues. Batchelder stated sand.volleyball would also be advertised in the upcoming City Newsletter. League play will be on Monday, Tuesday and Wednesday evenings and these are going to be informal, non -sanctioned leagues. Batchelder stated they are co-ed leagues and there would be a league each for beginners, intermediates and advanced volleyball. players. Batchelder stated the fees for the sand volleyball leagues will cover.the hiring of a part time person who will act as a supervisor for the programs. Batchelder stated Recreation Program.Morgan had been contacted by a horse riding stable from Inver Grove Heights about advertising their programs through the City Newsletter. Batchelder inquired if the Parks Commission would. feel comfortable advertising a program that the City did not take registrations for. The Parks Commission felt that this was not appropriate and that a• private stable operation could conduct their own advertising. Batchelder stated he had been contacted by Ms. Sheri Hanson, of 930 Douglas Road, who wanted to plant wild flowers between the City trail and pond at Victoria Highlands Park. Parks and Recreation Commission April 13, 1993 Page 6 Batchelder stated he had talked to Parks Leadperson Blum about putting wild flowers in this area of the park. Batchelder stated Blum had indicated this was an area of the park that is not mowed and that wild flowers would be appropriate in this area. The Commission discussed having the park crews help with tilling and watering to establish wild flowers in this area. Commissioner Damberg stated that native wild flowers in this area on a volunteer basis is t� be encouraged and the City should publicize this• so that others would be encouraged to do the same. Commissioner Libra stated the soccer parents had been discussing with the park department the use of native wild flowers on the east side of the soccer fields at Kensington Park in order to •provide a buffer between the fields and some low lying wetlands to •the east. •The Commission directed staff to cooperate with Ms. Hanson about wild flowers at Victoria Highlands Park. Batchelder stated the new meeting time of 6:30 P.M. established by unanimous vote by the Parks Commission would need to be approved by City Council according to the By Laws adopted in the Parks and Recreation Ordinance. Batchelder stated he would place this item on the City Council's Consent Agenda for the April 20th meeting. Batchelder stated .that the City had been contacted by two different home owners, in the Mayfield Heights neighborhood about providing trail links to their neighborhood. Commissioner Damberg stated the Parks and Recreation Commission had explored every avenue in providing trails short of condemnation of property in 1991. The Parks and Recreation Commission discussed the Highway 13/I -35E and the road construction in this area. Commissioners Norton and Damberg stated they were upset with MnDOT's plans to put the trail crossing for the bridge on the north side of the bridge away from the Mendota Heights trails. Commissioner Linnell stated construction of the new trail along realigned Victoria Road provides a great overlook of downtown St. Paul and that he felt this would be an opportunity for the City to provide a bench or widened overlook in this area. Chair Katz •inquired if the City .could provide the Parks Commission with a calendar page listing all recreation activities, tournaments, celebrations, etc. Chair Katz directed staff to provide a new rooster of Parks Commission members. Commissioner Linnell stated he had provided staff with a copy of the City of Maplewood's open space regulations. Linnell Parks and Recreation Commission April 13, 1993 Page 7 stated these open space regulations include a discussion of how to prioritize pieces in the City for preservation purposes and he felt this would be a helpful document for the City's Parks and Recreation Commission to review. The Commission directed staff to place this item on a future agenda. Commissioner Linnell stated he had attended the Somerset Area Study meeting the previous evening. ,Commissioner Linnell stated a good portion of the study.area is wetlands and this will eventually determine what development occurs in this area. Linnell stated the City's Comprehensive Plan calls for a park in this area and that the Parks Commission should be providing comments during the course of the Somerset Area study. Commissioner Libra stated that he was concerned that piecemeal development of these properties will cost the City opportunities to provide the park that is designated on the Comprehensive Plan. The Parks Commission directed staff to have the Planner consider possible park uses in this area. Commissioner Linnell stated a park size chunk of land with trails would probably be the most appropriate approach for the City. Commissioner Libra inquired if the dirt road from the Mendota Plaza to Friendly Hills neighborhood was a trail that the City owned and could pave. Batchelder stated that the City had attempted to pave this trail and that MnDOT would not allow it to be done on their right-of-way. The Commission discussed the unsafe approach of the bike trail from Valley Park to the Highway 110/Dodd Road intersection. The Commission felt that all of the trail crossings at this intersection were very dangerous. Commissioner Linnell inquired if a tunnel or bridge options had been looked at by the City. Batchelder stated the City Council was currently in the process of designing a survey to poll the residents of the community about the Highway 110/Dodd Road intersection and surrounding area. Batchelder stated the City Council's major concern in this area was pedestrian and bicycle safety at this intersection. ADJOURNMENT There being no further business, the Parks and Recreation Commission adjourned at 8:20 o'clock P.M. Respectfully submitted, Kevin Batchelder Administrative Assistant CITY OF MENDOTA HEIGHTS MEMO May 7, 1993 To: Parks and Recreation Commission From: Kevin Batchelder, Administrative Assist ai) Subject: Agreement for Operation of Mendakota Concessions Fire Relief Association DISCUSSION. • At the June 9, 1992 Joint Workshop, the City Council and the Parks and Recreation Commission was of a consensus to allow the Fire Relief Association to operate the concession stand at Mendakota Park with the condition the Mend -Eagan Athletic Association would also be able to use it during youth events. The Fire Relief Association .is currently operating the concessions on a temporary basis authorized by City Council. The Fire Relief Association first expressed an interest to operate the Concession Stand in 1991 and approached the Parks and Recreation Commission in July 1991 with their request. They successfully operated the stand during the 1992 Men's Over 30 Softball Tournament., the First Annual Celebrate Mendota Heights Parks! and they have been operating the stand during softball play this Spring. James.Kilburg, President of the Mendota Heights Fire Relief Association, will be present Tuesday evening and has provided a statement of their desire to bethe concessions operator. (Please see attached May 4, 1993 memo.) City staff has worked out a proposed agreement with the Fire Relief Association for the operation of .the Concession's Stand. (Please see attached agreement dated May 11, 1993.) The City's insurance carrier has named the Fire Relief Association as the operator on the City's general liability policy and Volunteer's Extension has been added to the LMCIT Self -Insured Worker's Compensation Plan to cover relief members and their spouses and children. The agreement requires the Fire Relief Association to cover our softball schedules, to secure all appropriate licenses, to provide monthly and annual income statements, and to provide their own equipment. These are significant requirements and through the process we have discovered that •a significant investment and commitment is required to start concessions operations. ACTION REQUIRED Meet with the Fire Relief Association. Consider the proposed agreement and make a recommendation to City Council. CITY OF MENDOTA HEIGHTS 11 MEMO May 4, 1993 TO: Park and Recreation Commission Mayor, City Council and City Administrator FROM: James Kilburg, President F.4.. Mendota Heights Fire Relief Association SUBJECT: Concession Stand Operation The purpose of this memo is to explain who the Mendota Heights Fire Relief Association is and what this organization does to benefit our community. I hope this will help you understand why we would like to volunteer our time to run the Mendakota Park Concession building. The Mendota Heights Fire Relief is a non-profit organization consisting of active firefighters with the Mendota Heights Fire Department. The object of this association is to provide means for the relief of the distressed, injured, sick or disabled member, to pay to its members who have served as volunteer firefighters in the Mendota Heights Fire Department such service pensions as provided for in the bylaws of this association, and in case of death of a member, to pay to the legal representative, or surviving spouse, or children of such deceased member such sums as my be provided for in the bylaws of this association. We manage two separate and distinct funds within the association. One is called our Special Fund, which is established as a pension for firefighters based on time with the department. This fund is based on contributions from the City and the State. Our other fund is called the General Fund. The monies in this fund come from donations such as our annual dance, the Mendota VFW and other personal donations or fund raisers. We, as an organization, take great pride in what we do with a lot of the money that comes out of. the General Fund. From 1988 to 1991 we have spent over $10,671.00 for our Fire Prevention Program. We purchased a robot controlled fire hydrant which many of the your children as well as yourselves know as "Pluggie". We are very pleased with the results and the effectiveness of "Pluggie" in teaching our little ones about fire safety and prevention. We also purchase video tapes as an educational tool to teach children as well as adults and lots of coloring books and many other kinds of literature and utensils used in the awareness of fire safety and prevention. We also hold an open house at our station every year in which we promote fire safety and prevention through many demonstrations, videos and hands on involvement. Last year we gave away over 500 hot dogs and pop to those who came and every year seem to be getting bigger and better. We feel very strong about our commitment to Fire Prevention and Safety and that reflects in the many hours of volunteer work and monies spent to strengthen and improve this program. Since 1987 we have had a downward trend in the amount of fire calls per year and last year (1992) was our lowest year in total fire calls since 1984. We have also tracked residential structure fires as well as actual fires with businesses and industrial buildings and have noticeable decreases (as much as 50%. with residential) in actual fires since 1985. We would like to attribute some of those statistics to an aggressive fire prevention program. We buy our own uniforms. We are proud to represent the Mendota Heights Fire Department and the citizens and feel that when we are at formal functions within the City or outside the City with other neighboring departments that we will look professional and appropriate. From 1988 through 1991 we spent over $7,800 in uniforms from our General Fund. In 1991 we participated, with donations received to our General Fund, in purchasing a cellular phone as well as a computer for our new Equipment/Command vehicle at a cost of $3,769. The computer provides us with the state of the art features that enable us to bring up building pre -plans or hazardous material data and fire suppression information in the blink of an eye. In past years with proceeds from our General Fund we have purchased a large color TV set and VCR which we use for training videos. We purchased a high pressure washer which is used to clean hose, and test hose through our annual hose testing procedures. There are many other things that we buy that benefits the operation of the fire department as well as our community. There are also many hours of volunteer work that goes with our various programs. There is a great sense of pride as well as dedication in doing the things we do. So, why does the Mendota Heights Fire Relief Association want to run the Mendakota Park Concession stand? From 1988 to 1991 we have received donations of approximately $20,000 from the Mendota VFW. The four year expenses of just the programs and purchases I talked about were just over $20,000. In 1991 the Mendota VFW told us that due to economic conditions, restrictions and regulations on the sale of pull tabs that their continued monetary support as in previous years would not continue. So in order to continue support and involvement in these programs we must find another source of income. We feel through the operation of the concession stand that we can, hopefully, generate enough income to continue to benefit the City and our community without having to ask the City and the taxpayers for funding. This is an all volunteer effort and in no way will it benefit us individually. We have no idea how much money will or can be raised but we have the desire and commitment to build on our accomplishments now and into the future. The question has been brought up as "What is the City going to get in return for letting the Mendota Heights Fire Relief Association run the concession building?" I believe the "return" that the City will get, as it always has, is many more hours of volunteers working working together for two common goals, one being to strengthen the Mendota Heights Fire Department, not only its image but also its capabilities, and secondly and maybe most importantly to continue to educate and teach our children and their parents about the importance and necessity of fire safety and fire prevention. I don't think you will ever get a better return on your investment than that. I hope I have given you a better picture of the Mendota Heights Fire Relief Association and what it means to our community. On behalf of all its members, I want to thank the Park and Recreation commission and City Council for its support of the Association in its first year of operation of the concession stand. AGREEMENT FOR. OPERATION OF MENDAXOTA PARK CONCESSION STAND May 11, 1993 THIS AGREEMENT, Made this day of , 1993 by and between the City of Mendota Heights, a municipal corporation, organized under the laws of the State of Minnesota, known herein as the "City", and the Mendota Heights Fire Relief Association, a non- profit organization, organized under the laws of the State of Minnesota, hereinafter referred to as "Association". RECITALS 1. The City has constructed and made improvements to Mendakota Park including a concessions stand and desires to operate said concessions stand during recreational activities conducted at the adjacent fields and park facilities within Mendakota Park. 2, The Association desires to operate said concessions and represents and has the capability to provide certain operation, maintenance, program and volunteer supervision capabilities for the City. 3. Each party desires to enter into a Joint Agreement establishing the responsibilities of each of the parties regarding the Mendakota Park Concession's Stand, 4. Along with the stated objectives, each party shall be responsible for good faith performance of this agreement and fair dealing with the other party. For the reasons recited above, and in consideration of the mutual covenants contained herein, the City and Association agree as follows: Section 1. Definitions 1.1 City - The City of Mendota Heights 1.2 Association - The Mendota Heights Fire Relief Association including members spouses and children age 16 and over. 1.3 Concession Stand - The concession area located within the Comfort Station at Mendakota Park including the concession room, window and bar but not including the other facilities located in the Comfort Station. 1.4 Comfort Station - The two story masonry building at Mendakota. Park as depicted on Exhibit one. Section 2. Obligations of the City 2.1 The City will provide the Concession Stand, hereinbefore described, including access thereto. One set of keys will be provided to the Association by the City. 2.2 The City will provide insurance coverage as hereinafter described. 2.3 The City will secure the appropriate health license required by the State of Minnesota for the construction of the Concession Stand facility. 2.4 The City, however, reserves the right to approve volunteers engaged by the Association for the performance of the services and responsibilities, included under this Agreement and, furthermore, reserves the authority to correct and eliminate any unreasonably hazardous practices or activities undertaken by the Association as a part of the services rendered under this Agreement. The City would exercise such authority so as to be able to veto any proposed activity or volunteer activity if it appeared to present an unreasonable hazard or liability. 2.5 The City reserves the right to approve the sale of all non-food items. The sale of beverages is limited to approved pop dispensers, canned soda or. canned water. The sale of alcohol and tobacco products is prohibited. Section 3. Obligations of the Association 3.1 The Association agrees to operate the concession stand consistent with all applicable laws and regulations. In accordance with the City Recreation Department's regularly scheduled adult softball league program the Association will operate the Concession Stand on Monday, Tuesday and Thursday evenings during league play. The Association shall also operate concessions on weekends when tournaments have been scheduled. In addition, the Association may operate the Concession Stand in conjunction with any other event or activity on-going at Mendakota Park, 3.2 The Association agrees to provide a list of all concession equipment to be used in the preparation of food and beverages and that this list will be consistent with equipment, food and beverages allowed under the Health License provided by the. State of Minnesota. The Association agrees to secure the appropriate health license required by the State of Minnesota for the operation of the Concession Stand. 3.3 The Association agrees to provide a pricing and product line list including all food and non-food items proposed for sale prior to the start of operations. Glass containers are prohibited as per Mendota Heights Park Rules. 3.4 The Association agrees to provide the City a monthly accounting of the expenditures and revenues associated with the operation of the Concessions Stand in a format acceptable to the City. In addition, the Association agrees to provide the City an annual income statement, in a format acceptable to the City, of the expenditures and revenues associated with operations of the concessions stand by October 15, 1993. 3.5 The Association agrees to adhere to any and all State and City Ordinances, Codes, policy statements, rules and guidelines and that failure to do so is sufficient cause for the City to terminate the lease. 3.6 The Association agrees to operate the concession stand with volunteers only and shallnot assign its responsibilities under this agreement. Section 4. Term of Agreement 4.1 The term of this Agreement shall be for a period of one (1) season, commencing on the 1st day of April, 1993 and ending on the 15th day of October, 1993. 4.2 The City reserves the right to select the lessee it deems appropriate and is not restricted in anyway in selecting a lessee. Section 5. Insurance 5.1 Liability: Liability Insurance. The City of Mendota Heights shall name the Association as operator on the City's comprehensive liability insurance policy covering loss, damage or injury to any person or property arising out of the use of the Concession Stand. The limits of the policy shall not be less than Three Hundred Thousand ($300,000) Dollars per person and Six Hundred Thousand ($600,000) per occurrence, or such other limits as may from time to time be required under the provisions of Minnesota Statutes 466.04 and amendments thereto. 5.2 Volunteer coverage: The City will provide a volunteer extension in its general liability coverage to include relief members, spouses of members and children of members. 5.3 Money and Security Coverage: The Association shall be responsible for proper collection and transfer of all money and shall be responsible for providing, at its own cost, money and securities coverage to insure against theft and robbery. The City shall not be responsible for loss of money due to theft or robbery. 5.4 Deductible: The City will provide its insurance carrier with the list of equipment hereinbefore described for inclusion on the general liability insurance policy. Any deductibles in a claim of loss or damage for Association equipment shall be the responsibility of the Association. Section 6: Equipment 6.1 Only that equipment that meets or exceeds the standards of the Minnesota Department of Health for the licensing of food and beverage operations will be used in the operation of the Concessions Stand by the City, the Association or any other operators. Section 7: Scheduling 7.1 The Association shall schedule volunteers to cover regular league play as per Section 3.1 and for reserved weekend tournaments. Section 8: Maintenance Responsibilities 8.1 The Association is responsible for the maintenance of its equipment and shall maintain the premises so that such premises are safe for use as a public facility and keep the premises clean from garbage, maintain the premises and clean the premises and return the premises in the same condition, subject to reasonable wear and tear as they were at the inception of the lease period. 8.2 The Association shall maintain, repair and operate all facilities, equipment, or personal property used in the operation of the concession stand, which shall be maintained according to the health standards for public facilities. 8.3 The City is responsible for normal maintenance of the Comfort Station building and payment of utilities. Section 9: Subject to Other Agreements 9.1 The Association agrees to relinquish rights to the operation of the concessions stand during events where the City has scheduled Mend -Eagan Athletic Association tournaments or events, and the Mend -Eagan Athletic Association has made a request to reserve the Mendakota Concession stand in accordance with the City's Parks Reservation Policy, attached hereto as Exhibit two. In this event, the City will provide the Association with notice of reservation. Mend -Eagan and the Association may cooperate to have the Association operate the concession stand during Mend -Eagan Athletic Association events. CITY COUNCIL MENDOTA HEIGHTS FIRE RELIEF CITY OF MENDOTA HEIGHTS By By Charles E. Mertensotto, Mayor Kathleen M. Swanson, City Clerk CITY OF MENDOTA HEIGHTS MEMO May 6, 1993 To: Parks and Recreation Commission From: Kevin Batchelder, Administrative Assi Subject: Replacement of Pedestrian Bridges Wentworth and Valley Parks DISCUSSION At the April meeting, the Commission discussed a request from Guy Kullander, Parks Project Manager to consider the replacement of four bridges in Wentworth and Valley Parks. (Please see attached April 9, 1993 memo.) This item had been included in the 1993 Budget for the amount of $25,000 to be funded by referendum or special park funds. The Commission discussed funding sources and asked staff to provide updates on the Special Parks Fund and the remaining referendum funds. An accounting of the referendum funds is being prepared and will be provided by Guy Kullander who will be present on Tuesday evening. The Special Parks Fund has been detailed and is attached. Also attached you will find an outline of, the Parks Referendum funding that was prepared a year ago on June 8, 1992. While this information is a year old, it is essentially accurate and the only changes will be the actual costs of Kensington Park and other contracts and purchase orders that were outstanding at that time. Guy will be prepared to answer the Commission's questions about bridge replacement and design. ACTION REQUIRED Consider the improvements recommended for bridge replacement, designate a funding source and make a.recommendation to City Council. CITY OF MENDOTA HEIGHTS MEMO TO: Park & Recreation Commission FROM: Guy Kullander, Parks Project Manager SUBJECT: Replacement of Temporary Pedestrian Bridges at Wentworth and Valley Parks BACKGROUND: April 9, 1993 In 1973 major developments to five neighborhood parks were completed. Included among the improvements to four of the parks were wooden pedestrian foot bridges over drainage ways. In an effort to contain costs wood was used instead of a more permanent materialsuch as steel or concrete. The bridges in Valley and Wentworth Parks have deteriorated and now constitute a safety and liability issue for the City and must be considered for replacement. Those in Rogers Lake and Friendly Hills Parks are sound and should be usable for the next couple of years with only minor maintenance required. Alternate land crossings over culverts in the drainage ways in these two parks have already been constructed and can easily be paved and connected to existing paved pathways in the future. FUNDING: Funding in the amount of $25,000 for the bridge replacements in Valley and Wentworth Parks was included in the 1993 budget. The Special Park Fund or Referendum Funds was identified as the funding source. This amount should be adequate to cover all costs of the recommended improvements. RECOMMENDATION: Assistant City Engineer Klayton Eckles and I recommend that the three wood bridges in Wentworth Park be replaced with culverts and paved over with an eight foot wide path. The paved pathway will allow maintenance and emergency vehicles to more easily access all parts of this park. We further recommend that the four foot wide wooden bridge in Valley Park, from the parking lot to the tennis court, be replaced with a five foot wide by thirty-five foot long prefabricated steel bridge with wood planking This . drainage channel carries a large flow of water and installing a large culvert structure would be more expensive than the recommended bridge. Vehicle access over this bridge is not necessary or desired. ACTION REQUIRED: The Park and Recreation Commission should review the recommended improvements, designate a funding source, and recommend to the City Council to order the above described improvements. GK:dfw SPECIAL PARKS FUND May 12, 1993 1. Beginning Balance (1-1-92) $362,975.00 2. Revenue 1992 Park Dedication Fees $20,523.90 Interest Allocation $16,045.42 Total $36,569.32 3. Expenditures City Services $ 500.00 Professional Fees $ 1,978.99 Postage and Misc. $ 608.12 Construction $ 4,842.54 Total $ 7,929.65 TOTAL 1992 GAIN 1992 YEAR END BALANCE $ 28,639.67 $391,614.67 REFERENDUM PARK IMPROVEMENTS FUNDS AVAILABLE Question #1 $2,700;000 Question #2 $ 700,000 MSA funds (Marie Trail) $ 71,865 County funds (Delaware Shoulders) $ 41,395 School District #197 (Sibley extras) $ 4,200 Water Utility Fund (Mendakota Loop) $ 15,000 TOTAL $3,532,460 FUNDS EXPENDED/COMMITTED Expended thru 5-31-92 Outstanding Contracts or Purchase Orders Approved Project (not under contract Kensington Park) TOTAL COMMITTED FUNDS BALANCE OF FUNDS REMAINING COMMITMENTS $2,618,042 $ 99,258 $ 442,000 $3,159,300 $ 373,160 Kensington Power Poles (move) $ 25,000 Sibley Play. Equipment $ 20,000 Victoria Road. (Highway 13 & Diane) $ 15,000 Victoria Road (Diane to Celia "Missing Link") $ 18,000 Highway 55, 13, 110 Trails $ 68,000 Co-op with ISD #197 for ball field improvements at schools $ 15,000 Trail improvements (curb cuts, signs, Valley Park @ Highway 13 by pass)• $ 8,000 TOTAL $ 169,000 OTHER IMPROVEMENTS (FUNDING LEVEL UNDETERMINED) Kensington North Park Ivy Hills - Parking lot expansion (Arndt dedication) Informational City Wide Park Signage - All Parks Prepared by Guy Kullander June 8, 1992 CITY OF MENDOTA HEIGHTS MEMO May 6, 1993 To: Parks and Recreation Commission From: Kevin Batchelder, Administrative A Subject: Concrete Pads for Bleachers in Neighborhood Parks Guy Kullander, Parks Project Manager DISCUSSION At the April meeting, the Commission discussed a request from Terry Blum, Parks Leadperson, to install concrete pads for the bleachers at eight ballfields in our neighborhood parks. (Please see attached April 14, 1993 memo.) The Commission discussed the possibility of surfaces other than concrete, such as bituminous or gravel. The Commission directed staff to review other appropriate surfaces and their costs and to make a recommendation to the Commission at their May meeting. Guy Kullander, Parks Project Manager, will,be present on Tuesday to discuss this issue and to review alternatives. The Commission will also have to consider a funding source for this item, if they desire to recommend approval of this request. Funding options for this project are the Special Parks Fund or the Referendum funds. This item was not advertised in the referendum, however, it could be considered a "neighborhood park improvement" which was included in the referendum. Special Parks funds have been used for hockey fences, ballfield construction, and other projects. ACTION REQUIRED Discuss options and consider funding sources. Consider making a recommendation to the City Council directing staff to prepare plans and specifications and to solicit bids for City Council approval. CITY OF MENDOTA HEIGHTS MEMO April 14, 1993 TO: Parks and Recreation Commission FROM: Guy Kullander, Parks Project Manager 4_3_ RE: Concrete Pads for Bleachers in Neighborhood Parks Parks lead person, Terry Blum, has requested that concrete pads for bleachers be installed at eight ballfields. The approximate cost per installation would be $750.00 for a total of $6,000. The eight ballfields are located in Valley, Ivy, Marie, Wentworth, Friendly Hills, Civic Center, Hagstrom-King and Victoria Highlands Parks. Concrete pads would make maintenance of the park easier and would provide a secure base to fasten the bleacher unit to which will minimize vandalism or abuse of the bleacher unit. FUNDING Funds for these improvements could come from either the Special Park Fund or Referendum Funds. RECOMMENDATION Review the request from Terry Blum, and if the Commission so desires direct staff to prepare plans and solicit bids for presentation to City Council for approval. ON N A W W N F-+ HHHHH O 00.00 ' O $.cr. O H I1111• .0 ,,, - r F 2 O' g i a.$.g fp.:. N ECFD + �. 0. ti 0 O tr`tw o O O g, ,(1p,3: ... 0 0: y m cats Ao y oc.. 0 o o • • • o rM a� a O 1 g y v; 8 o8 o g •••o p'c3 I Q. j"• F W a cra Id 04 O y N N pc' O O 0 NOLL3NLL m o 51. 0 13-;O. r- CI- 15 (c) CD - rt C3 zt; 0 CD (73 LI> 3 Ai CD 0. c 5. 3 c ra < o El g) a)• 5 "0 co. fiT C-7) CD 0 (Dc C 0 0 CD CD • 01 AA U) CD /0 DO CD 1,2.2 0 AA ND CD 1, CD • 0) CO CT) 0) CT) CO CO CO CD CD CD o CO -• 1\3 C*3 tO 01 'NA 10 ..4 :P. In in CD -+ CD cn CO CD CD CD CD CD -21 0 N3 N3 CO CO CD OD -+ 00 CD CO ^4 in lo la ro oo r%3 co aaaaa -+ CD CO • -+ CO OD -+ 7-4 in 13% in -+ **-4 C4 CD cn CD CD CD C) CD h3 ND 00 03 CD • -+ 00 CD CO 13) -00 CD ND CO N3 CO CD CD CD CD CD fs3 CO CO 03 CO 03 CO in io --L al a a) ca 00000 -a > 0 II M X . K Co a 0 —4(0 C(0 >-' r 03 C ...E. co 0 ca C G) AO T7 N) 0 El M m> c co mG) 1 1 1 1 1 1 1 ) 1 1 1 1 1 1 FORM 0-4A BACK-UP DETAIL FOR CONTRACTUAL SERVICE _X COMMODITIES OTHER CHARGES (CHECK ONE) FUNCTION DEPT. DEPT. NO* ACTIVITY SERVICE LEVEL Public Works Park & Recreation 70 Maintenance Maintenance LINE ITEM LINE ITEM DETAIL COST 4200 Rentals & Leases 4,500 4210 Telephone1,700 • 4211 Electric Service 4,300 Public Works Garage 2,500 Warming Houses . 1,300 Comfort Stations 500 4212 Gas Service 6,400 Public Works Garage . . 5,300 Warming Houses 1,100 4221 Engineering Retainer 1,840 4224 Labor Negotiations 100 4280 Rubbish Removal 1,000 Sibley Park Maintenance Agreement 15,450 Custodial Service.i • 670 4220 Architect Fees, PM, Garage Expansion1,000• • • . TOTAL 36,960 1 • 11 1 1 FORM 0-4B BACK-UP DETAIL FOR CONTRACTUAL SERVICE COMMODITIES OTHER CHARGES (CHECK ONE) FUNCTION Public Works DEPT. Park & Recreation DEPT. NO &70 ACTIVITY Maintenance SERVICE LEVEL Maintenance LINE ITEM • LINE ITEM DETAIL COST 4300 Office Supplies , 700 4305 Operating Supplies 10,0.00 Maintenance operating supplies 9,000 Recreation operating supplies 1,000 4320 Gasoline & Oil 5,000 4330 Equipment Repairs & Maintenance 5,000 4331 Park Maintenance 17,000 4331-315 Sand & Fertilizer 9,000 4331-320 Warming houses 1,000 4331-321 Hockey Rink Maintenance 1,500 4331-322 Seal coat Huber Drive trail 3,500 4331-323 Trail Maintenance 2,000 4335 Building Maintenance 700 . . TOTAL 38,400 'SERVICE LEVEL I Maintenance FORM O -4C BACK-UP DETAIL FOR CONTRACTUAL SERVICES COMMObITIES OTHER CHARGES X (CHECK ONE) IFUNCTION Public Works I DEPT. Park & Recreation 'DEPT. NOI ACTIVITY 70 . Maintenance LINE ITEM LINE ITEM DETAIL COST 4400 Conferences & Schools 4404 J Membership Dues 4410 Clothing Allowance 4422 Street Maintenance Material 4425 1 Water Readings 4425-315 f Public Works Garage 4425-470 J Hydrant Water Readings 4425 Park Irrigation 4490 1 Sundry 100 1,200 5,000 200 100 600 1,000 6,300 4490 Tree Removal 4500 Recreation Programs T -ball (Mend -Eagan) 3,500 Softball leagues 8,400 Summer Adventure (School District) 3,000 Art -in -the -Park (School District) 300 League Scheduler Software 1,150 Contingency 1,500 4415 Mileage 850 2,500 17,850 150 TOTAL 29,550 CITY OF MENDOTA HEIGHTS MEMO May 7, 1993 To: Parks and Recreation Commission From: Kevin Batchelder, Administrative As Subject: Mendota Heights Par 3 Golf Course Discussion of Possible Acquisition INTRODUCTION Following the June 1992 Joint Workshop .between the City Council and the Parks and Recreation Commission, it was decided that following the construction of Kensington Park unexpended• bond proceeds would be carried over for use as future land acquisition funds. The Parks and Recreation Commission then began a process to examine goals and priorities for future land acquisition. Priorities and goals were discussed as follows: 1. Land that is adjacent to existing parks. 2. Possible acquisition of one large site. 3. Land that could be used for trail extensions or trail links. In October and November 1992, the Commission reviewed the vacant lands inventory and ranked the vacant sites in Mendota Heights that could possibly be acquired for parks or open space. The vote totals were as follows: Site Number of Votes Par 3 Golf Course 6 Superblock 5 Olin Site 4 Dodd Road R.O.W. 3 School District/Friendly Hills 3 Centex Remainder 3 Foss Property 2 The Commission concluded this discussion by directing staff to hold this information available for opportunities that might arise and to review land acquisition every six months. DISCUSSION At the request of the Parks and Recreation Commission, staff began discussions with Mr. Eugene. Schway, owner of the Mendota Heights Par 3 golf course. Mr. Schway had indicated a desire to discuss the sale of his property and staff met with him in March. Staff and Mr. Schway discussed the current operations, the number of rounds per year, and a sale price. Mr. Schway then provided the City with five years of tax information, operating costs and league schedules for analysis. Larry Shaughnessy, City Treasurer, has reviewed these documents and provides a brief analysis. (Please see attached memorandum from Larry Shaughnessy dated May 7, 1993.) There are many factors to consider in acquiring and operating a Par 3 Golf course including the price of the land, the location, future competition, lost tax opportunity revenues and the budget impact of City operations. Staff will be prepared to briefly discuss the operations of similar municipal courses on Tuesday evening. Larry Shaughnessy has suggested that if the City wants to seriously consider pursuing this item further, the first step would be to obtain an appraisal of the property. He estimates the cost of the appraisal to be approximately $2,000. If the City Council decides to pursue this option, staff can begin the more detailed analysis of this issue. ACTION REQUIRED Discuss the possible acquisition of the Mendota Heights Par 3 Golf Course and the current offer. Provide direction to city staff and consider a recommendation to City Council regarding an appraisal of the property. ) TO: FROM: SUBJECT: CITY OF MENDOTA HEIGHTS MEMO May 7, 1993 Kevin Batchelder, Administrative Assistant Lawrence E. Shaughnessy, Jr., Treasurer Mendota Heights Par 3 Golf Course • The owners of Mendota Heights Par 3 Golf Course have indicated that they want a net $1,500,000 for the purchase of their land and club house. At this time, approximately $280,000 of deferred assessment are against the land which brings the total purchase price to approximately $1,800,000. This works out to a value of over $100,000 per acre. Based on the past earnings of the facility, it would appear that revenues could support a City purchase price in the $800,000/$900,000 range leaving us about $900,000/$1 million short of the requested purchase price. There are many factors for the City to consider as part of the process of going into the Golf Course business. Among these are the location, future competition, lost opportunity revenues and general City operations. The Mendota Heights Par 3 currently has between 30,000/35,000 rounds of play a year. Of the total, about 9,000 rounds are from league play. I don't feel it would be possible for the City to consider purchasing, the facility without an appraisal. Our most recent appraisal of a large piece of land was the Wachtler property in 1980. This appraisal came in at $17,500 per acre. The purchase of Mendakota Park was at the rate of $54,000 per acre. This property was zoned for construction of 110 apartment units and purchased in 1990. Other appraisals in connection with the Highway 55 construction have been in the $30,000 to $35,000 per acre range. Recent sales of improved industrial sites have been in the $60,000 to $80,000 range. I believe that if there is the Mendota Heights Par 3, the appraisal of the property and involved with the purchase. LES:kkb serious interest in the purchase of first step should be to obtain an begin to balance all the factors November 10, 1992 TO: Parks and Recreation Commission FROM: Guy Kullander, Parks Project Manager RE: Future Land Acquisition - Site Reviews For Information Only SITE DESCRIPTION: Par 3 Golf Course 1695 Dodd Road SIZE OF PARCEL: 1950' x 390' 17.5 acre EXISTING USE: Golf Course 9 Hole EXISTING ZONING: R-1 P.I.D. NUMBER: 27-03800-010-42 CURRENT OWNER: Eugene Schway VALUATION: $371,200.00 (i rf rc c . ?N.), o.)0 c' 9 tzc se ss yvi e � J MAX. DEVELOPMENT: R-1 PUD (17.5 x 2.9 = 50 units) (17.5 x 1.8 = 32 units) SITE CHARACTERISTICS: TOPOGRAPHY: Small pond, flat/gently rolling WETLANDS: Pond & storm drainage way VEGETATION: Grass - Minimum tree cover LOCATION/ADVANTAGES/DISADVANTAGES: Good street access, trail access to Valley Park, centrally located. BEST PUBLIC USE (PASSIVE OR ACTIVE): Golf course or ballfields (4-6) GRADING IMPACTS OF DEVELOPMENT: Minimal unless playfields developed: OTHER: As golf course purchase and maintenance costs would be recovered thru user fees. NiCRIVtXi